Senior Administrative Assistant

Department: Comprehensive Cancer Center - Oncology Administration 789 Howard Avenue, New Haven, Connecticut Job ID: 138183WD $31.83 Description Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale! Overview Reporting to the Administrative Services Supervisor, this position provides a high level of administrative and clerical support to the Yale Cancer Center. Under limited supervision and exercising independent judgment and initiative, assist with coordination of academic and business activities related to travel, reimbursements, procurement, meeting and event coordination. Provides backup support to other administrative office staff as necessary. May perform other duties as assigned. Required Skills and Abilities 1. Ability to take initiative, anticipate actions needed, and use independent judgment. Ability to recognize and address urgent priorities, and take steps to resolve problems independently. Ability to prioritize to meet deadlines and follow schedules. Excellent follow up skills. Ability to adapt in unpredictable peaks in workload. 2. Ability to type, format, and proofread a variety of correspondences and reports. Ability to provide clerical functions such as copying, faxing, mailing, etc. Strong organizational skills and the ability to manage multiple tasks simultaneously in a fast-paced environment. 3. Strong communication skills, included demonstrated ability to communicate both orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Strong customer service skills. Demonstrated attention to detail. Ability to maintain a high degree of professionalism and maintain confidentiality and discretion with sensitive information 4. Excellent computer skills including intermediate ability or higher with MS Word and Excel. Ability to create slides and make changes to PowerPoint presentations. Demonstrated experience with Outlook calendaring in a professional environment is preferred. Ability to schedule and facilitate Zoom virtual meetings. 5. Ability to arrange travel, including flights, hotels and car rentals. Prior experience with facilitating room scheduling, catering, equipment and materials for seminars or events is preferred. Proven ability processing expense reimbursements, budget preparation, and financial reporting preferred. Preferred Skills and Abilities 1. Advanced Technology Skills: Familiarity with systems such as Workday, Epic, and other administrative or financial software. 2. Event Planning: Experience in organizing and coordinating events, including logistics, catering, and travel arrangements. 3. Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty or research staff. 4. Financial Management: Proven ability to manage financial transactions, including expense reimbursements and budgeting. 5. Adaptability and Initiative: Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting. Principal Responsibilities 1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages…

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